The custom Forms and the custom fields can be integrated at different levels to capture additional information during data entry.

Collection Protocol (CP)-specific forms, such as registration forms, specimen forms, and visit-level forms can be associated with one or multiple collection protocols.

User-related forms, including user registration forms and user profile forms, can be linked to one or multiple institutes.

You will only be able to see those custom form levels for which you can create associations.

Attachment Level

The CP-specific forms such as registration, specimen, and visit level forms can be attached to one or multiple collection protocols. Also, the User related forms such as user form and user profile form can be attached to one or multiple institutes.

Custom form

The forms attached at custom form level such as participant, visit, or specimen level will appear in the forms tab

Click here to expand...

Click to view the levels and description

Level	Description
Participant Forms	Forms linked at the participant level will be available under all the CPs. Data entered at the 'Participant' level will be available under all CPs the participant is registered to. E.g., If P1 is registered under CP1 and CP2, 'Participant Contact Details' entered for P1 under CP1 will also be available under CP2. Forms added at this level will be available under the forms tab for that participant.
Registration Forms	For CP-specific participant forms. E.g., 'Smoking history', which might only be required under Lung Cancer Protocol. Forms added at this level will be available under the forms tab on the participant form page.
Specimen Array Event	To add custom fields to the 'add event page' of the array. Multiple forms can be attached at this level. While adding an event, click the dropdown button in the event field to select the form.
Specimen Event	Add ‘custom events’ to describe different stages of a specimen life cycle, e.g., Nano-drop event. Refer to the wiki page for more details.
Specimen Forms	Forms linked to this level will be available under the forms tab of any collected specimens of the attached CP.
Specimen Slide Event	To add custom fields on the add event page for the slide. Multiple forms can be attached at this level. While adding an event, click the dropdown button in the event field to select the form.
User Forms (New in v8.0)	To add forms at the ‘User’ level. The forms can be added to capture training records, and so on. Refer to the wiki page for more details.
Visit Forms	Forms linked to this level will be available under the forms tab of any occurred visit of the attached CP.

Custom field

The forms attached at custom field level, e.g., specimen custom fields or container custom fields, would appear on the overview pages.

Click here to view the levels and description

Level	Description
Collection Protocol Custom fields	To add custom fields on the ‘create collection protocol"’page. E.g., 'IRB document', 'CTRI number.'
Container Custom Fields	To add custom fields on the ‘create container page’. E.g., 'Vendor name.'
DP Requirements Custom Fields	To add custom fields on the ‘create DP requirements page’. E.g., 'Specimen quality.'
Distribution Protocol Custom Fields	To add custom fields on the create distribution protocol page. E.g. 'Grant Number'
Order Custom Fields	The forms can not be attached using 'Association' option from the form page. It can be attached either at the system level or the Distribution Protocol level. Refer to Adding custom fields to Order level for more details.
Project Custom Fields	To add custom fields on the ‘create new project page’. E.g., Instructions
Registration Custom Fields	To add custom fields on the ‘participant registration page’. E.g.'Marital Status', 'Age' etc.
Service Request Custom Fields	To add custom fields to the ‘create request page’ of a project. E.g., Requestor Notes
Site Custom Fields	To add custom fields to ‘create site page’. E.g., 'Site phone number'.
Specimen Array Event	To add custom fields to the ‘add event page’ of the array. Multiple forms can be attached at this level. While adding an event, click the dropdown button in the event field to select the form.
Specimen Custom Fields	To add custom fields to the ‘main collect specimen page’. E.g., 'Processing Site', 'Tube Type' etc.
Visit Custom Fields	To add custom fields to the main visit page, e.g.,' Primary Diagnosis.'

Click to view the steps to attach the form at different levels

Select 'Forms' from the navigation menu or the home screen.
Navigate to the form overview page and click on 'Associations'
Click on 'Add'
Select the level from the dropdown and click on 'Add'
Select the CP-specific level, e.g., registration, specimen, or visit form and select a specific CP

Check the 'All Current and Future Collection Protocols' checkbox to link the form with all protocols in the system.
If you want to link it to more than one Collection Protocol, click in the collection protocol box and select one or more collection protocols to which the form has to be linked.

In the case of custom fields (for example, forms attached at Distribution Protocol Custom Fields, Container Custom Fields, etc.), it will get attached to all distribution protocols or containers across the system.

Form restricted only to Super Admin

CP custom field	Participant form	Site custom field
Container custom filed	Project custom field	Specimen array event
DP requirement custom field	Registration custom field	Specimen slide event
DP custom field	Service request custom form	User profile form

Enable Multiple Records

Some data for the forms like test results, surveys, etc., might have to be collected multiple times. To do this, check the ‘Multiple records allowed’ checkbox while attaching a form at a particular level.

Enable Notifications

The notifications can be sent to the users regarding adding/editing form records. You can also add form data in the notification.

Select the user group from the ‘Notification Recipient' dropdown and click on 'Add’

Note: The notifications are only sent to the User Groups and not to the individual users.

Edit Attachment

For forms attached at Participant Forms, Visit Forms, Specimen Forms, Registration Forms levels, you can edit the form. For example, the form can have a single record or multiple records.

Click to view the steps

Click the 'Edit' icon
Unselect the multiple records allowed and click on 'Update'

Delete Attachment

When no Data Exists

You can directly delete the attachment from different levels when there is no data present related to that form

Click to view the steps

Navigate to the associations and click on the 'Delete' icon
Click on 'Yes'

Follow these steps ONLY when there is no data present in the forms or in a case where the data need not be preserved. Otherwise, deleting the attachment level leads to the deletion of related data.

When Data Exists

Deleting an attachment level leads to the deletion of the data related to those forms. In this case, the data needs to be preserved, and then the form can be reattached to another level. You can follow the below steps:

Case 1: Changing the attachment level from ALL to single/multiple CP

Click to view the steps

Go to the Collection Protocol list page → More → Export.

2. Select the name of the form in 'Record Type' and click on 'Export'. A CSV file containing the form records will be exported.

3. Navigate to the 'Associations' from the form overview page

4. Add the new attachment level and click on 'Done.'

5. Go to the exported form records CSV (exported in step 2) in any text editor.

6. Remove the first column (Identifier) and save the file.

If the new attachment level added was CP specific,
Navigate to that CP’s patient list view page
Click ‘More’
Select ‘Biospecimen Data’.
If the new attachment level added was not CP specific
Nanigate to the Collection Protocols list page
Click ‘More’
Select 'Biospecimen Data'.

7. Select the form name from the 'Record Type' dropdown and click on 'Validate and Import.'

Case 2: Changing the attachment level from single/multiple CP to ALL

Click to view the steps

Navigate to CP's participant list page, to which the form is attached, click on 'Export.'

2. Select the form name from the 'Record Type' dropdown and click on 'Export.'

3. Repeat steps 3 to 6 from Case 1.

If you wish to attach the same form at the same level to multiple collection protocols, this can be done using Collection Groups. You can refer to Collection Protocol Groups for more information.

Case 3: Changing the attachment level from single/multiple CPs to CPG

Make sure you do not delete the attachment of the form without getting the backup, as this will result in the deletion of the data.

Click to view the steps

In this case, navigate to the CPG and click on the 'Forms' tab.

2. Select participant/visit/specimen where you want to attach the form.

3. If you wish to attach the form at the ‘Visit Custom Fields' level, click on the 'Add’ button beside it.

4. If you wish to attach the form at the ‘Visit Forms' level, click on the ‘Add’ button present beside 'Forms’ title.

Form Attachment Details

Attachment Level

Custom form

Custom field

Form restricted only to Super Admin

Enable Multiple Records

Enable Notifications

Edit Attachment

Delete Attachment

When no Data Exists

When Data Exists